A complete Tyler Technologies compliance archive for counties, cities and courts. State GRRS-aligned retention tagging, CJIS 5.9 partition for court and public-safety data, GASB-aligned 7-year financial retention, Uniform Guidance grant retention, permanent retention for land and court records — all queryable, signed and auditor-ready.
The retention obligations on a Tyler footprint do not soften when the live tenant goes away. They harden — because state auditors, grant reviewers, court reviewers and bond counsel can no longer assume the system is there to query.
Counties and cities running Tyler carry the most demanding records-retention obligations in any sector. State General Records Retention Schedules define dozens of record classes with retention windows from 3 years (transitory administrative) to permanent (land, court, tax, bond). The FBI CJIS Security Policy 5.9 imposes encryption, advanced authentication, access logging and quarterly certification on every criminal-justice record. GASB-aligned annual audits require 7-year traceability from CAFR/ACFR to originating Munis journals. Uniform Guidance 2 CFR 200.334 requires 3-year-from-final-report retention on every federal grant, often extended. IRS payroll/W-2/1099 retention runs 4–7 years. Land records, court orders, tax warrants and bond evidence run permanent.
A Tyler Technologies compliance archive is the operational answer. Every Munis, Eden, iNovah, Energov, Brazos and Courts Odyssey record extracted at decommissioning is tagged on ingest with its retention class, partitioned into the appropriate access-control regime (sealed-court, juvenile, CJIS, HR-restricted, general), placed in the appropriate storage tier (hot/warm/cold) per retention horizon, and indexed for sub-second query by the Clerk, Recorder, HR, audit, bond counsel and state PRO who will need it.
The compliance posture is documented end-to-end: GRRS-aligned retention manifest, CJIS 5.9 attestation, chain-of-custody log, FRE 902(13)/(14) signed-export capability, auto-purge log, access-log summary, format-migration log, integrity-verification report, underlying-provider compliance certifications. The Public Records Officer signs the annual certification; the state takes the package on inspection; the external auditor accepts evidence on first review.
The capabilities the state Public Records Officer, the FBI CJIS auditor, the GASB auditor and the grant reviewer ask for first — built into the archive, not bolted on later.
Every record extracted from Tyler tagged on ingest with its state-schedule record class and computed retention end-date. Auto-purge eligible records with signed purge evidence; retain the rest through their full window.
Courts Odyssey + CAD public-safety data in a separately-controlled CJIS partition with AES-256 encryption, MFA, role separation, immutable access log, quarterly access certification, FedRAMP provider.
Period-aligned Munis GL partition for external GASB audit: journals, period-end close packages, adjusting entries, inter-fund transfers, project-accounting tie-outs. Signed-export evidence on first review.
Federal grant records tagged to CFDA/Assistance Listing number with grant-aware retention per 2 CFR 200.334. Sub-recipient monitoring, Buy-America, Davis-Bacon evidence preserved alongside.
Land records, court orders, tax warrants, bond evidence in cold-tier object storage at pennies-per-GB-per-year. Format-migration plan (DWG→PDF/A, TIFF→JP2). Integrity verification on a documented cadence.
Year-end evidence pack for the Public Records Officer: retention manifest, CJIS attestation, chain-of-custody log, auto-purge log, access-log summary, format-migration log, integrity-verification report, provider compliance certifications.
Every record extracted from a Tyler tenant follows a predictable, audited path through the compliance archive — from first ingest through eventual auto-purge or permanent retention.
Record extracted from Munis/Eden/iNovah/Energov/Brazos/Odyssey, hash-signed, tagged with state GRRS record class, retention end-date computed, partition assigned (general, sealed-court, juvenile, CJIS, HR-restricted), storage tier set (hot/warm/cold).
High-frequency query window: Clerk subpoenas, Recorder title searches, HR ex-employee W-2s, audit lookups. Hot-tier object storage with sub-90-second query response. CJIS partition under quarterly access certification.
Lower query frequency: bond counsel due-diligence, late-arriving grant compliance reviews, multi-year forensic queries. Warm-tier storage with 1–5 second query response. Integrity verification annual.
Records that hit their GRRS retention end-date and are not under litigation hold, audit hold or PRO override are auto-purged. Signed purge evidence packs filed for the PRO and the state archive office.
Land records, court orders, tax warrants, bond evidence, capital project files migrate to cold-tier at pennies-per-GB-per-year. Format-migration of binaries at risk of obsolescence. Integrity verification on documented cadence.
Public Records Officer year-end evidence pack auto-generated: retention manifest, CJIS attestation, chain-of-custody log, auto-purge log, access-log summary, format-migration log, integrity-verification report, provider compliance certifications. PRO signs; state takes on inspection.
The compliance archive is the source of evidence — not a layer the auditor has to negotiate around. Every reviewer pulls their own evidence pack with no operator involvement.
GRRS-aligned retention manifest, auto-purge evidence, chain-of-custody log, format-migration log. Annual certification signed without escalation.
CJIS 5.9 partition evidence: encryption, MFA, role separation, access log, quarterly certification, FedRAMP provider attestation, incident-response plan, physical security controls.
Period-aligned Munis GL evidence: journals, period-end close, adjusting entries, inter-fund transfers, project-accounting tie-outs. CAFR/ACFR back-trace to source. 40–60% audit-hour reduction.
Per-grant CFDA-tagged evidence per 2 CFR 200.334: project costs, sub-recipient monitoring, Buy-America, Davis-Bacon, Single-Audit fieldwork. Signed-export packs.
Multi-year tax-warrant, lien and tax-collection histories from iNovah + Munis partition. Bond-evidence chain of custody. Signed-export packs for issuance and ongoing covenant reporting.
Sealed/juvenile partition evidence with expungement-aware access rules. FRE 902(13)/(14) self-authenticating exports for subpoenas, discovery and case-history responses.
A Tyler Technologies compliance archive is a long-term, immutable, queryable archive of every Munis, Eden, iNovah, Energov, Brazos and Courts Odyssey record — structured data plus attached binaries — built to satisfy state General Records Retention Schedules (GRRS), FBI CJIS Security Policy 5.9 for court and public-safety data, GASB-aligned 7-year financial retention, federal grant-compliance retention under Uniform Guidance (typically 3 years post-final-payment, often longer), IRS retention for payroll/W-2/1099 records (4–7 years), and the indefinite-retention obligations for land records, tax warrants, bond evidence and many court case-types. The Tyler Technologies compliance archive is the operational answer to every state public records auditor, every external GASB audit firm, every grant reviewer, every bond counsel, every FBI CJIS auditor and every court reviewer who shows up looking for evidence.
Every state has a General Records Retention Schedule for local government — Texas TSLAC, Florida State Library and Archives, NYSA, California Secretary of State, Pennsylvania State Archives, and analogues in every other state. The schedules differ on the specifics but share a structure: each record class (general ledger journal, court docket, recorded deed, permit, citation, payroll record, capital project file, etc.) has a defined retention period ranging from 3 years (transitory) to permanent. Syntra ETL's Tyler Technologies compliance archive ingests your state's GRRS as configuration: every record extracted from Tyler is tagged with its retention class on ingest, the retention end-date is computed per record, eligible records are auto-purged (with a signed evidence pack documenting the purge), and the rest stay in the appropriate storage tier — hot/warm/cold — through their full retention life. The state PRO sees the GRRS-aligned retention manifest on request.
Yes — and the CJIS partition is built to the FBI CJIS Security Policy 5.9 control set out of the box, not as a retrofit. Courts Odyssey records, CAD public-safety records and any record carrying criminal-justice information land in a separately-controlled CJIS partition with: AES-256 encryption at rest with FIPS 140-2 validated modules; advanced authentication (MFA + smart-card or equivalent) for all access; role-based access control with documented separation of duties; immutable access logging with quarterly access certification; physical security controls on the underlying object storage region (US data residency, FedRAMP-aligned providers); and a documented incident-response plan. The annual CJIS audit and any state-level audit pulls the evidence pack directly from the Tyler Technologies compliance archive.
External GASB audits — typically conducted by a regional CPA firm against GASB Statements 87 (leases), 96 (SBITAs), 100 (accounting changes), 101 (compensated absences) and the rest of the GASB catalog — require traceable evidence from every CAFR/ACFR line item back to the originating Munis general ledger journal, including the period-end close packages, the adjusting entries, the inter-fund transfers and the project-accounting tie-outs. The Tyler Technologies compliance archive serves the audit through the same queryable Parquet partition that serves day-to-day Clerk queries: the auditor runs period-aligned GL queries, period-end close evidence queries, and audit-adjustment queries directly, with signed-export bundles under FRE 902(13)/(14) accepted as evidence on first review. Audit firms uniformly report a 40–60% reduction in audit fieldwork hours when the Tyler Technologies compliance archive replaces tenant access.
Federal grants — ARRA, ARPA, IIJA, FEMA, HUD CDBG, DOT FHWA, EPA, USDA and the rest — carry retention obligations under 2 CFR 200.334 (Uniform Guidance): typically 3 years from the submission of the final expenditure report, often extended by 2 CFR 200.334(b)–(e) for litigation, audit findings or DOJ action. Grant-aware retention is a configuration on the Tyler Technologies compliance archive: every Munis project-accounting record tagged to a federal grant CFDA/Assistance Listing number is held under the grant-specific retention window, sub-recipient monitoring records are preserved alongside, Buy-America and Davis-Bacon evidence is preserved, and the Single Audit fieldwork query runs against the same archive partition. Grant-compliance reviewers from inspectors-general and pass-through agencies pull signed evidence packs directly.
A SQL Server backup of a Munis tenant — or an IBM i save-set of an older Tyler stack — is a sleeping liability, not a compliance archive. It assumes you can restore the tenant on demand (you cannot — Tyler will not licence a non-paying restore), it assumes the underlying software still runs in 5/10/20 years (it will not — versions go EOL), it provides no auditor-facing query interface, no chain-of-custody evidence per record, no CJIS-compliant access control, no GRRS-aligned retention tagging, no FRE 902(13)/(14) signed exports, no audit log, no in-place redaction, no partitioned access for sealed/juvenile records, and no documented compliance posture. The Tyler Technologies compliance archive replaces every one of those gaps with auditor-ready evidence the day a request lands.
Yes — and that is the most important use case. Permanent-retention records (recorded deeds and mortgages, plats, court orders not subject to expungement, tax warrants, bond evidence, capital project files for major infrastructure) are precisely what a Tyler Technologies compliance archive is built for: cold-tier object storage with effectively unlimited shelf life, periodic format-migration of any binary that risks obsolescence (DWG to PDF/A, TIFF to JP2, etc.), periodic integrity verification through hash re-validation, and a documented succession plan if the underlying cloud provider ever changes. The retention end-date on these records is computed as 'permanent' and they sit in cold tier at pennies-per-GB-per-year forever. The state archive office, the County Recorder and the Clerk of Court each get the evidence pack they need to certify perpetual preservation.
Most states require the local Public Records Officer to certify annually that the jurisdiction's records-management program complies with the GRRS, with the state's Public Records Act, and with any applicable federal retention rules. The Tyler Technologies compliance archive produces a year-end evidence pack for the PRO containing: the GRRS-aligned retention manifest (every record class with retention end-date and current storage tier), the CJIS-compliance attestation for court and public-safety partitions, the chain-of-custody log integrity report, the auto-purge log for records that aged out during the year (with signed evidence of the purge), the access-log summary by operator role and partition, the format-migration log for any binary that was migrated, the integrity-verification report for cold-tier records, and the underlying-provider compliance certifications (SOC 2 Type II, FedRAMP, ISO 27001). The PRO signs and files; the state takes the package on inspection.
Book a 30-minute discovery call. We'll walk through your Tyler product footprint, your state's General Records Retention Schedule, your CJIS scope, your federal grant portfolio, your bond obligations and your Public Records Officer's annual review process — and scope a Tyler Technologies compliance archive that satisfies every reviewer before the call ends.